Approval Letter for Extended Leave Request

Work leaves are seldom appreciated. A good employee is thought to be the one who takes the least leaves. Pardon me if I am generalizing things but I guess I am right. Since employees are humans, they have needs, emergencies to encounter, events to attend and celebrations to make, they want to go off and this is why nonetheless how hefty the workload of a business is, work leaves are granted to employees.

Usually, a company declares in its work policies the number of maximum work leaves that it would allow to an employee.

Sometimes, when an employee is on his leave, there come situations that make the ground for the extension of leave. It could be an emergency, the death of a loved one, climate issues barring traveling, etc. In such a situation one should request an extension in the leave.

It is upon the employer to respond to the leave extension application after analyzing the situation that a person is in and grant the leave if he finds that the employee is right in asking for it. The tone of an extended leave approval letter should remain mild as in most cases, the letter is written in an unexpected situation and there’s no use in being harsh to an employee for circumstances beyond his control.

Letter -1

Dear (Recipient’s Name),

I am writing this letter to you regarding your application for an extension of vacation leave that I received on [enter date]. The reason for the extension that you mentioned in the letter was [enter reason]. I found your reason convincing since this situation was unexpected for you.

Therefore, your leave has been extended by [enter no. days]. You’re expected to be back to work on [enter date].

Hope to see you in the office on [enter date]. Take care!

Letter -2

Dear Ms./Mr. [Name Here], It is to inform you that your leave extension of [X] days from [DATE] to [DATE] has been approved by the management due to the circumstances you are facing. You are requested to sign this letter for approving the fact that you will not be requesting any short leaves for 3 months after this extended leave and you will be ordained to inform your supervisor of any financial or physical assistance by the company in these days.

Kindly provide us with your contact details if changed meanwhile and do provide the company with your performance details of the current month.

Kindly, be on time after the leave extension and keep in contact with your supervisor for assistance. Thank you!

Approval letter for extended leave request

Size: 19 KB Word .doc File 2003 & later

Letter -3

Dear Ms. [name]

I [title] [name] am writing this letter to inform you that your request for an extension in your maternity leave by [number of days] on compassion grounds, has been approved. As per company leave policy, you had earlier applied for [number of months] maternity leave from [date] to [date], which had been duly approved by the Department Head.

You were expected back in the office on [date] but we received your application requesting an extension. The reports you had attached with the application have been seen and your medical condition warrants an extended period of recuperation.

We understand that no parent can pay attention to work when his/her child’s life is in danger. Your newborn’s health condition will improve (God willing) and till then you should focus all your energy on the child. You have all our prayers and we will be more than happy to extend any kind of assistance, besides extending your leave.

Praying for your baby’s good health,

Yours sincerely,


Dear Mr. [ name]

I [title] [name] am writing to inform you that your application for extending your leave has been considered and approved. The organization sent you for Doctorate in [name of field] on [date]. You were given leave for study for [number of years] years. We have been going through your progress reports and really appreciate your work and your pace. Your research paper published in the prestigious journal [name of journal] was a source of pride for our organization.

We received your application and the research you attached. After going through your work, we feel that this seems to be a very promising line of research and we would like you to continue working in this direction. You have been granted leave for [number of months] month.

Wishing you all the best for the future,

Yours sincerely,


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